Withdrawal Information | Office of the Vice President for TWU (2024)

Withdrawing from Current Term

Withdrawing is the process of dis-enrolling from all of your classes within a term. It is different from dropping a course(s). Dropping is the process of reducing your course load by one or more courses while remaining enrolled in at least one course during a term. When submitted before the census date for the term (see term academic calendar), dropped courses/withdrawals will not be reflected on the transcript. From that date forward, withdrawal and drops completed by the drop/withdrawal deadline for the term (see term academic calendar) will result in a “W” grade.

You cannot ‘drop’ your last class. If you areenrolled in only one classand wish to dis-enroll from it, youMUSTsubmit a withdrawal form or select the withdraw option in the Pioneer Portal online system. See Registrar's Office for more information about dropping a course(s).

To initiate a withdrawal from the current term, complete the online TWU Withdrawal Form. All students withdrawing from the current term are encouraged to use the online system to withdraw. If you are unable to access the online form, please contact the Office of Student Life on your primary campus for assistance.

Late Drop and Withdrawal Petitions

A student may petition for a late drop or withdrawal when an incapacitating circ*mstance (medical condition or extenuating circ*mstance) impedes their ability to drop or withdraw by the term deadline and to complete some or all courses in the term. Incapacitating circ*mstances may include a serious physical or mental health condition or extenuating life circ*mstances, such as the serious illness or death of a family member, which would reasonably impede a student’s academic functioning. To be considered, petitions must be accompanied by official third-party documentation of the circ*mstance. Approved petitions result in “W” grades for the indicated courses or semester but do not result in any refund. Given this, students are encouraged to explore other options, such as incomplete gradesbefore petitioning for a late drop or withdrawal.

Purpose

The primary purpose of these petitions is to offer a pathway to drop or withdraw for students who have experienced an incapacitating circ*mstance, which would have reasonably prevented them from dropping/withdrawing by the term deadline or which occurred after the term deadline. This policy is not intended to be used as a mechanism to avoid failing grades or the removal from an academic program due to unsatisfactory performance. Withdrawals approved under this policy will be effective on the date the completed petition was submitted to Student Life. Because they will not be backdated to an earlier date in the term and do not result in any special designation on the transcript, late petitions will only be considered after the last date in the term to drop or withdraw, which is outlined in the academic calendar. Questions about the withdrawal process may be directed to theOffice of Student Life.

Financial and Academic Implications

Before finalizing any plan to drop or withdraw from classes, students are strongly encouraged to consider potential impacts to their academic standing, financial aid, visa status, and bill. Consultations with relevant offices such as Academic Advising, Financial Aid, Housing & Dining, International Education, and Bursar are strongly encouraged. Withdrawals and drops approved through this process will not result in any refund.Refunds of tuition and fees are done in accordance with the refund schedule outlined in Texas Education Code 54.006 and the academic calendar for the term. The student is responsible for the payment of any outstanding bills to the university, including but not limited to, tuition, fees, housing, parking, and other expenses. See theWithdrawal Information websiteto read more about the withdrawal refund policy.

Medical Withdrawal/Drop Petitions

When a serious health condition or injury impedes a student’s ability to function academically, students may submit a petition for medical withdrawal to the Office of Student Lifewhich should include:

• a brief narrative about the circ*mstances resulting in the request including how the condition impedes academic functioning in the term; if the request is limited to some but not all courses in the term (e.g., a medical drop request), how the condition differentially impedes the students functioning in this course(s) but not others.
• supporting documentation from a treating health care provider(s) on official letterhead which should include the dates of onset and date of most recent treatment of the condition; the general nature of it and how/why it prevents the completion of course work; if the request is limited to some but not all courses in the term (e.g., a medical drop request), how the condition differentially impedes the students functioning in a particular course(s) but not others.
• a signed withdrawal or drop form for the semester/courses from which the student is seeking to dis-enroll

Extraordinary Extenuating Circ*mstances Drop/Withdrawal Petitions

When an extraordinary extenuating circ*mstance, unrelated to the student’s health, impedes their ability to function academically and to drop or withdraw by the deadline for the term, or occurs after that deadline, students may submit a petition to late drop or withdraw tothe Office of Student Lifeand should include:

• A brief narrative describing the circ*mstance and how it impedes academic functioning in the term; late drop requests must include an explanation of the unique impact of the circ*mstance on functioning in the courses the student is requesting to drop.
• Official third-party documentation that substantiates the nature and severity of the circ*mstance, the dates it occurred, and that it would reasonably preclude the student’s continued enrollment in some courses or the term
• A completed/signed drop or withdrawal form for the semester/courses from which the student is seeking to dis-enroll.

Retroactive Withdrawal Petition

Students are expected to withdraw during the semester in which they are enrolled. When the semester is over, the record on that semester is closed. However, a student who has experienced an incapacitating health condition, injury, or extraordinary extenuating circ*mstance that would have reasonably prevented them from withdrawing or petitioning for late withdrawal during the term in which they were enrolled may petition for a retroactive withdrawal up to two semesters beyond the term from which they are seeking to withdraw. Retroactive course drops will not be considered. Retroactive Withdrawal Petitions should be submitted tothe Office of Student Lifeno later than 5 p.m.on the last day of class up to two semesters beyond the term from which they are seeking to withdraw. Summer is counted as one term.Petitions should include:

• A brief narrative describing the incapacitating circ*mstance that prevented the student from withdrawing during the semester from which they are seeking to withdraw.
• Supporting documentation on the official letterhead of a health care provider or other credentialed professional verifying the health condition or which substantiates the extraordinary extenuating circ*mstance, its incapacitating nature, and the date it began.
• A completed/signed withdrawal form for the semester from which the student is seeking to dis-enroll.

Review Process: Students should submit complete petition information as they will be reviewed once by the Associate Vice President for Student Enrichment Health and Support, in consultation with the Directors of Student Health Services and Counseling and Psychological Services as needed. Students may submit one appeal of that decision which will be reviewed by the Vice President for Student Life.

Before finalizing any plan to drop or withdraw from classes

• Students are strongly encouraged to consult with their academic advisor.
• Financial aid recipients should contact theFinancial Aid Officeto determine how the change will affect their current aid and eligibility for future aid. For example, a student may be required to repay part or all of the financial aid funds received during the semester.
• International students should contact theOffice of International Educationso that the office can explain how the process may affect immigration status.
• You are advised to contact theBursar's Officeif you owe fees or loans to the University.
• If you live on campus, you are advised to contactUniversity Housing and Residence Lifeto make arrangements for vacating your room
• If you have questions about the withdrawal process, pleasecontact the Office of Student Life.

Withdrawal Refund Policy

Students who withdraw from the University receive a refund of a percentage of their tuition as defined by Texas Education Code 54.5006for any term enrolled. The percentage varies according to the student’s effective withdrawal date. Refund policies are established by, and are subject to change by, the Legislature of the State of Texas and are applicable to complete withdrawals. To review the specific dates associated with the below-referenced withdrawal date refund percentages, see the Academic Calendar for term details.

The chart below outlines the refund schedule of applicable tuition and fees when a student withdraws from the 16-week session in the term (dis-enrolling from all courses such that they will have 0 credit hours).Students who are dropping courses (dis-enrolling from one or more but not all not all courses) should refer to the Academic Calendar for the term for information about the last date to drop and receive a refund for the amount of the course. See the Texas Education Code 54.5006for the complete withdrawal refund schedule for all sessions in the term.

A student who elects to pay their tuition on the installment plan and then withdraws from the University may still owe a portion of the tuition and fees. Likewise, a student who defers their tuition to financial aid and withdraws before the aid disburses may be responsible for a portion of the tuition. A hold will be placed on the student's record until all financial obligations are met.

A student who withdraws as a result of being called to active military service may choose to receive a tuition refund as defined by TWU policy.

A student who withdraws after receiving a financial aid refund may be required to return all or a portion of the refund to the university as a result of federal and state regulations with regard to financial aid awards. Students receiving financial aid should contact the Office of Financial Aid prior to withdrawing or dropping courses to see if aid will be adjusted.

Page last updated4:29 PM, June 23, 2023